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Guidance DocumentsSRP-EDI Manual8.0 Discussion of Fields

 

8.0 Discussion of Fields

This description of fields is organized by Table (DTST, HZSAMPLE, and HZRESULT), and the field order corresponds to the field structure outlined in the tables above. The field name in CAPS is the .DBF file structure field name from the HazSite application. The name of the column headers for the Lotus-compatible spreadsheet (.WK1) is provided in parentheses. When working directly in the HazSite application, you should refer to the Help menu for data definitions, as they more accurately correspond to the field name and order in the HazSite application.

There are several mandatory fields required in the submission of data, which if not completed, will require resubmission of data by the user/interested party. These fields are marked with an asterisk (*) below. Fields marked with a plus sign (+) indicate that either the complete Latitude and Longitude OR State Plane X, Y Coordinates are mandatory fields. Fields marked with a carat (^) indicate that either MDL OR Quant Type and Quant Level are mandatory fields.

DATASET Table: DTST.DBF or DTST.WK1

*

DIRECTORY (Directory)
Designates the subdirectory for file storage. A particular site may have numerous data submittals representing different sampling episodes. For each sampling event at a site or each data submittal at a site, this directory should be unique.

 

*

DESC (Desc)
Description of the dataset being submitted, including site name.

 

*

SRPID (SRP ID)
This is the SRP identification number. The SRP ID can be either the Site ID or the Case ID. Acceptable formats are provided below. The applicable format is dependent on the lead group for your case; contact your case manager if you are not sure of the correct SRP identification number. This field should match the SRPID (SRP ID) field in the HZSAMPLE and HZRESULT files.

   

BFO: use the Case ID (incident number) assigned by the SRP. For example: 98-01-31-1422-35. Dashes may be omitted. This format is YYMMDD, followed where available by HHMMSS (any or all). The abbreviations stand for, respectively, the two character fields of YY = Year, MM = Month, DD = Day, HH = Hours in military time, MM = Minutes, and SS = Seconds.

BUST: Same as BFO incident number format.

BFO-IN: If you have an incident number, use it. Otherwise, use the closure/notification number, i.e., C98-0001, N98-0001.

ISRA: Use the 6 character ID, which is E, followed by 5 numbers, i.e., E99001.

BFCM, BSCM: EPA ID or equivalent, NJ##########, or NJL#########, or 6 digit numeric.

BSM: EPA ID or equivalent, NJ########## or NJL#########.

 

*

CONSULTANT (Consultant)
Name of the primary consulting firm collecting samples and compiling reports.

 

PHASE (Phase)
The remedial phase (pursuant to the Tech Rules) for which the samples are being collected (i.e., preliminary assessment, site investigation, remedial investigation, remedial action).

 

STATUS (Status)
This field indicates the status of the dataset preparation, whether Active, Pending or Packaged. In HazSite this field will be automatically updated while the user enters data. For .WK1 and .DBF files, all datasets submitted should have a status of Packaged. Status definitions follow:
   
  • Active = The dataset is being worked on; it has not been packaged for submission to NJDEP.
  • Pending = This dataset is not active and has not been packaged for submission to NJDEP.
  • Packaged = This dataset has been formatted and is ready to be submitted to NJDEP.

TRANSMIT (Transmit)
This field indicates the method of data transmittal. In the HazSite application, this field will be automatically updated when packaging. In .WK1 and .DBF files, indicate "A" for the A drive, "B" for the B drive, and "T" for other means of transfer (i.e., modem).

 

*

SUBMITDATE (Submit Date)
Date the dataset was submitted to SRP. In HazSite this field is automatically updated. For .WK1 and .DBF files, use the MM/DD/YYYY format.

 

PACKNUM (Pack Num)
A package (dataset) identification field. In HazSite, this field is automatically updated. For .WK1 and .DBF files, this may be left blank.

 

KEY: (Mandatory fields)
If not completed, resubmission will be required.
Either the complete Latitude and Longitude OR State Plane X, Y Coordinates must be submitted for each environmental sample collected.
^ Either MDL OR Quant Type and Quant Level.

HZSAMPLE Table

*

*SRPID (SRP ID)
This is the SRP identification number. This field should match the SRPID (SRP ID) field in the DTST and HZRESULT files. Refer to the explanation for the SRPID field provided for the DTST Table, above, for applicable formats.

 

*

SAMPDATE (Sample Date)
The date the sample was collected in the field. Required format is MM/DD/YYYY. This field should exactly match the SAMPDATE (SAMPLE DATE) field in the HZRESULT file.

 

*

SAMPNUM (Sample Number)
Identification number for each distinct sample collected in the field, for a specific sampling day or episode, or date submitted. This field is used to relate samples in the Sample file to results in the Results file, and should exactly match the SAMPNUM (SAMPLE NUMBER) field in the HZRESULT file. There is a one-to-many relationship between Samples and Results (i.e., one sample has many results).

   

NOTE: There are three separate fields, SAMPNUM (Sample Number), and FIELDID (Field ID)and LABID (Lab ID) (both discussed below). The SAMPNUM field is used to distinguish samples collected at the same FIELDID location (refer to the explanation for FIELDID, below). For example, soil samples are collected at Soil Sample Location 3, from two different depths. The FIELDID may be designated as SS-3, and the two SAMPNUM fields may be designated as SS-3-10 (sample collected at 10 feet) and SS-3-30 (sample collected at 30 feet).

 

SAMPTIME (Sample Time)
The time the sample was collected in the field. The required format is HH:MM, military time (i.e., 1:00 p.m. should be entered as 13:00).

 

*

DUPSAMP (Duplicate)
Indicate if this is a duplicate sample. In HazSite, check off using check box provided. In .WK1 or .DBF files, indicate "Y" for yes or "N" for no. For any duplicate samples, only one should be designated as "N," and all duplicates should be designated as "Y."

 

*

MATRIX (Matrix)
Indicate the matrix represented by the sample. Choose from the following:

Air
Blank
Ground Water
Other (Specify in Sample Note)
Sediment
Soil
Solid
Surface Water
Waste
   

NOTE: If "Blank" is the selected MATRIX, it is not required to complete the following mandatory fields in the HZSAMPLE table: latitude/longitude or state plane coordinates, and depth top.

 

* FIELDID (Field ID)
The FIELDID is the commonly used identification of the sample location. For example, monitor well 1 may be identified as MW-1; soil sample 3 may be identified as SS-3. It is suggested that abbreviations correspond to the Sample Types field.
   

NOTE: The exact same FIELDID must be used for each sample taken at the same location. Other fields, such as Sample Number (SAMPNUM), will be used to distinguish samples with the same FIELDID. In the example provided above in the SAMPNUM definition, soil samples are collected at Soil Sample Location 3, from two different depths. The FIELDID may be designated as SS-3, and the two SAMPNUM fields may be designated as SS-3-10 (sample collected at 10 feet) and SS-3-30 (sample collected at 30 feet).

 

AOCID (AOC ID)
Area of Concern identification (text designation or number).

 

+ LAT_DEGREE, LAT_MINUTE, LAT_SECOND (Lat Degrees, Lat Minutes, Lat Seconds) and
+

LON_DEGREE, LON_MINUTE, LON_SECOND (Lon Degrees, Lon Minutes, Lon Seconds)
Latitude and longitude of each sample point. Latitude is a single value. For the purpose of the SRP database, it is composed of a separate Degree field (2 characters), Minute field (2 characters), and Second field (2 characters, followed by a decimal point to the ten-thousandth, i.e., xx.xxxx). Longitude is also a single value, with the same format as latitude, except that its Degree field is 3 characters in width.

 

+

SP_X, SP_Y (SP X-Coord, SP Y-Coord)
New Jersey X,Y Coordinate System location for each sample point.

 

   

NOTE: LATITUDE/LONGITUDE and STATE PLANE COORDINATES
Datum must be obtained from NAD83. Pursuant to the Tech Rules, when data are submitted to the SRP, all sample locations are to be located using an absolute coordinate system, such as Latitude/Longitude and State Plane Coordinates. The Tech Rules also require that a New Jersey licensed surveyor locate all monitor well locations. Although all soil samples do not have to be surveyed, the coordinates of each sample must be a reasonable approximation to the actual location (within three to five meters of the actual location). It is recommended that at least one sample point on a site be surveyed and a grid developed to locate all sample points in Latitude/Longitude or State Plane Coordinates.

NOTE: The SRP prefers that the location information be provided in State Plane Coordinates. In general, State Plane Coordinates are more accurate than Latitude and Longitude readings. If data have already been collected in Latitude and Longitude format, programs are available for converting Latitude and Longitude to State Plane Coordinates, several of which are available through the SRP website.

NOTE: EITHER the Latitude/Longitude fields or the State Plane Coordinate fields are mandatory fields requiring data entry. The only exception to this rule at this time is if the sample being analyzed is a "blank," and this must be noted in the Matrix field in the Sample file.

 

* DEPTH_TOP (Depth Top)
Depth (in feet) of the top of the sample, measured from the ground surface.
   

NOTE: For ground water sampling, use only the DEPTH_TOP field, do not use the DEPTH_BOTM field (see DEPTH_BOTM, below). For ground water sampling, in this field, record the depth to the top of the water level (after purging) from the ground surface (measured from the surveyed mark on the well casing and subtracting the distance to the ground surface).

NOTE: For ground water sampling, when taking a sample from the bottom of a well (i.e., DNAPL sampling), use the DEPTH_TOP field to record the depth to the point where the sample was taken from the ground surface (measured from the surveyed mark on the well casing and subtracting the distance to the ground surface).

NOTE: For potable wells or other non-applicable instances, enter "N/A."

 

DEPTH_BOTM (Depth Botm)
When sampling a specific interval, the depth (in feet) to the bottom of the sample measured from the ground surface.
   

NOTE: Subsurface soil sampling is usually conducted at specific intervals (i.e., 0.5-1.5 feet). Use the DEPTH_TOP and DEPTH_BOTM fields to record the interval at which the soil sample was taken. The reference for the sampling interval must be the ground surface. If the sample is a surface soil sample, record a "0" (zero) in both the DEPTH_TOP and the DEPTH_BOTM fields.

 

GROUNDELEV (Ground Elev)
The elevation of the ground surface at the location of the sample point, in feet above mean sea level (MSL). May be estimated based on a single surveyed reference point, such as a monitor well.

 

WELL_ELEV (Well Elev)
Note the elevation of the surveyed mark on the well casing, in feet above mean sea level (MSL). This measurement should be surveyed to the NAVD 1988, to an accuracy of 0.2 feet, using generally accepted surveying methods.

 

*

SAMPTYPE (Sample Type)
Indicate the type of sample collected. Choose from the following:

Air Stripper
Background
Blank
Building Floor
Building Wall
Chip
Drum
Effluent
Flowing Water
Influent
Injection Well
Interior Air
Leachate
Monitor Well
Other (Specify inSurface Soil DebrisSample Note Field)
Potable Well
Rad Sample
Sanitary Sewer

Septic System
Sludge
Standing Water
Storm Sewer
Subsurface Soil
TCLP
Test Pit
Wipe
   

NOTE: If "Blank" is the selected SAMPTYPE, it is not required to complete the following mandatory fields in the HZSAMPLE table: latitude/longitude or state plane coordinates, and depth top.

 

*

DATETOLAB (Date to Lab)
Date the sample was delivered to the laboratory for analysis. Required format is MM/DD/YYYY.

 

SAMPMETHOD (Sample Meth)
Sampling method or instrument by which the sample was physically obtained (i.e., hand auger, split spoon, etc.)

 

SAMPNOTE (Sample Note)
Memo field. To be used for explanation of "Other" in the Sample Matrix and Sample Type fields. May also be used to further explain Sample Method.

 

SUBMITDATE (Submit Date)
The date the package was submitted to the SRP. In HazSite this field is automatically updated. For .WK1 and .DBF files, the required format is MM/DD/YYYY.

 

QAQC (QAQC)
Internal field for NJDEP use only. HazSite users will not see this field. For .WK1 and .DBF, leave blank.

 

KEY: (Mandatory fields)
If not completed, resubmission will be required.
Either the complete Latitude and Longitude OR State Plane X, Y Coordinates must be submitted for each environmental sample collected.
^ Either MDL OR Quant Type and Quant Level.

 

HZRESULT Table

*

SRPID (SRP ID)
This is the SRP identification number. This field should match the SRPID (SRP ID) field in the DTST and HZSAMPLE files. Refer to the explanation for the SRPID field provided for the DTST Table, above, for applicable formats.

 

*

SAMPDATE (Sample Date)
The date the sample was collected in the field. Required format is MM/DD/YYYY. This field should exactly match the SAMPDATE (SAMPLE DATE) field in the HZSAMPLE file.

 

*

SAMPNUM (Sample Number)
Identification number for each distinct sample collected in the field, for a specific sampling day or episode. This field is used to relate samples in the Sample file to results in the Results file, and should exactly match the SAMPNUM (SAMPLE NUMBER) field in the HZSAMPLE file. There is a one-to-many relationship between Samples and Results (i.e., one sample has many results).

 

*

LABID (Lab ID)
Identification number given to the specific sample by the laboratory.

 

*

DANALYZ (Date Analy)
Date the sample analysis was completed. Required format is MM/DD/YYYY.

 

LABNAME (Lab Name)
Name of the laboratory performing the analysis.

 

*

NJDLABCERT (Lab Cert Num)
Indicate the NJ Laboratory Certification Number.

 

*

RESULTTYPE (Result Type)
Indicate whether the item being measured or detected is an Analyte, Parameter, or Tentatively Identified Compound (i.e., TIC). An analyte is defined as a specific chemical compound or group. A parameter is a physical or non-specific chemical measurement such as temperature or pH, etc. If unsure of proper entry, see the list in the ANALTPARAM (AnaltParam) field. A TIC is a non-targeted analyte for a specific analytical method. For HazSite application users, indicate Analyte, Parameter, or TIC by using the radio button. If submitting results in .WK1 or .DBF format, enter "A," "P," or "T."

 

*

ANALTPARAM (AnaltParam)
Indicate the Analyte or Parameter for which results are being presented. When submitting results for a TIC, add CAS, class, method and retention time, as a text entry in this (ANALTPARAM) field.

 

*

CAS (CAS)
Chemical Abstract Service number. For HazSite users, this is a derived field; no data entry is required. For .WK1 and .DBF files, enter the CAS number.

 

FILTUNFILT (Filt/Unfilt)
If an aqueous sample was collected, indicate if the sample was filtered in the field. In the HazSite application, the default for aqueous samples is unfiltered. If submitting results in the .WK1 or .DBF format, enter "F" for filtered or "U" for unfiltered, and leave blank for non-aqueous samples.

 

*

CONC (Conc)
Concentration/value of analyte, parameter or TIC. Soils data are to be presented in parts per million (ppm); water data in parts per billion (ppb).

   

NOTE: If the contaminant is non detect, enter the information for this analyte as provided by the laboratory (for example, if the laboratory reports ND, put ND in the field; if the laboratory reports 0 (zero), report 0 (zero) in this field). For all instances, the "U" qualifier shall be used in the QAQUAL field (see below).

 

*

CONCUNITS (Units)
Concentration units. The CONCUNITS field automatically defaults to ppm for soil and ppb for water. If entering the value for a parameter, enter the appropriate units for that parameter, or N/A if not appropriate.

 

QAQUAL (QA Qualifier)
Quality Assurance qualifiers. The standard qualifiers listed below shall be used when appropriate (extracted from NJDEP laboratory services contract). The field is not restricted to one qualifier. If a laboratory specific qualifier is used, the qualifier must be fully defined in the SAMPNOTE field. For further information, contact your laboratory.
   

Organic

  U=

Indicates the compound was analyzed for but not detected. The sample method detection limit should be corrected for dilution and percentage moisture where required by the specific analytical method.

J=

Indicates an estimated value. Use this flag under the following circumstances:

  1. When estimating the concentration for a tentatively identified compound (TIC) where a 1:1 response ratio is assumed, OR

  2. When the mass spectral and retention time data indicate the presence of a compound that meets volatile and/or semi-volatile GC/MS identification criteria, and the result is less than the method detection limit but greater than zero, OR

  3. When the retention time data indicates the presence of a compound that meets the pesticide/Aroclor criteria and the result is less than the method detection limit but greater than zero.

NOTE: The "J" reporting flag shall not be used, and the compound not reported as identified for pesticide/Aroclor results less than the method detection limit, if the technical judgment of the pesticide residue analysis specialist determines that the peak used for compound identification is from instrument noise or other interferences. Use the sample method detection limit corrected for dilution and percent moisture where required by the specific analytical method.

N=

Indicates presumptive evidence of a compound. Use only for tentatively identified compounds, where the identification is based on a mass spectral library search. Apply to all TIC results. Do not use for generic characterizations, such as "unknown chlorinated hydrocarbon."

 

P= Use for pesticide/Aroclor target analytes with greater than 25% difference for detected concentrations between the two GC columns. Report the lower of the two values and flag with this code.
C= Use for pesticide identification confirmed by GC/MS analysis. If the attempted confirmation is unsuccessful, do not use this flag. Use another flag defined by your laboratory for explanations.
B= Use if the analyte is found in the blank as well as the sample. It indicates probable blank contamination. It warns the data user to take appropriate actions. Use for both positively identified and tentatively identified target compounds.
E= Use for identification of compounds with concentrations exceeding the GC/MS calibration range for that specific analysis. Dilute the sample if one or more of the compounds has a response greater than full scale, and reanalyze. Flag such compounds with "E." If the dilution of the extract caused any compound identified in the first analysis to fall below the calibration range in the second analysis, flag the results for the second analysis "D." Affix the "DL" suffix to the sample number of the diluted sample and report both analyses.
D= Use for identification of compounds in an analysis at a secondary dilution factor. Flag if a sample or extract is reanalyzed at a higher dilution factor. Flag the reanalyzed sample or extract with "DL." This alerts the user that there are discrepancies between reported concentrations possibly due to the dilution.
A= Indicates that the tentatively identified compound is a suspected aldol condensation product.

Inorganic

  E=

The reported value is estimated because of interference. Include an explanatory note in the nonconformance summary if the problem applies to all the samples, or in the individual form if it is an isolated problem.

M=

Duplicate injection precision not met.

  N= Spiked sample recovery not within control limits.
  S= Reported value determined by the "Method of Standard Additions" (MSA).
  W= Post digestion spike for Furnace AA analysis not within control limits, absorbence is less than 50% of the spike absorbence.
  *= Duplicate analysis not within control limits.
  X= Ion chromatographic peaks outside the 5% acceptance window.
  += Correlation coefficient for the MSA is less than 0.995.

 

^

MDL (MDL)
Method Detection Limit (pursuant to N.J.A.C. 7:18 regarding laboratory certification). If entering data in this field for a common parameter and there is no applicable MDL, enter N/A.

 

^

QUANTTYPE (Quant Type)
The lowest concentrations above background noise level that an instrument can reliably detect. Acceptable entries and the order of preference is the Practical Quantitation Level (PQL), the Contract Required Quantitation Level (CRQL), or the Contract Required Detection Limit (CRDL), etc. If entering data in this field for a common parameter and there is no applicable result, enter N/A.

 

^ QUANTLEVEL (Quant Level)
The value of the PQL, CRQL, CRDL, etc. If entering data in this field for a common parameter and there is no applicable quantitation level, enter N/A.
   

NOTE: Either the MDL or the QuantType/QuantLevel fields are mandatory fields requiring data entry for each Analyte or TIC for which results are being submitted. If results are submitted for a Parameter and there is no applicable MDL, Quant Type or Quant Level, enter N/A.

 

*

ANLYS_MTHD (Anlys Mthd)
This field identifies the analytical method used. The field must contain the method number/name preceded by the organization in which the test originated. If methods listed have been revised after the date of publication of the HazSite application and this manual, choose the most current version/update of the method. If entering data in this field for a common parameter and there is no applicable analytical method, add N/A.

 

QAQC (QAQC)
Internal field for NJDEP use only. HazSite users will not see this field. For .WK1 and .DBF, leave blank.

 

KEY: (Mandatory fields)
If not completed, resubmission will be required.
Either the complete Latitude and Longitude OR State Plane X, Y Coordinates must be submitted for each environmental sample collected.
^ Either MDL OR Quant Type and Quant Level.

 

 

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